Are you worried that switching payroll providers will mean learning new software or changing the way you already do things?
Do you feel frustrated by systems that make you do all the work — entering your own data, uploading files, and jumping through hoops just to get drivers paid?
At Superior Trucking Payroll Service, we don’t make you adapt to us — we adapt to you. Whether you use spreadsheets, TMS software, or just send an email, we take what you give us and handle the rest. No portals. Just fast, full-service support designed around how your business already works.
In this article, you’ll learn exactly how to submit payroll data to us — the different formats we accept, what information we need, and what happens after you send it. You’ll see why so many trucking companies choose us to simplify payroll without changing a thing.
We Work With Your Process — Not Against It
Most payroll companies try to force you into their system. They want you to log into their portal, enter all your own data, and follow their steps. That might save them time — but it creates more work for you.
We don’t do that.
At Superior Trucking Payroll Service, we do not have a client portal that requires you to enter your own payroll data. Why? Because we believe that’s our job — not yours.
We are a full-service payroll provider. That means we handle the heavy lifting for you. You send us the data in whatever format works best for you, and we take it from there.
This also helps protect your company’s payroll details. By not having clients enter data through online portals, we reduce risk and help keep your drivers’ personal and financial information secure.
At the end of the day, our job is to make our client’s lives easier — not harder.
Your Payroll, Your Way: All the Ways You Can Send Us Data
We don’t require you to use one specific format to send us your payroll data. We work with each client to find the easiest way for them, not for us. Whether you’re using software, spreadsheets, or simple emails, our goal is to make payroll submission as smooth and stress-free as possible.
TMS Export Files
If your company uses Trucking Management Software (TMS), that’s great news. Most of the time, we can take a simple export from your TMS and use it directly — no retyping, no formatting issues.
Even better? We can often use that data to add load detail to your drivers’ pay stubs. That means they can see exactly what they got paid for, right down to the load.
AscendTMS: One-Click Payroll Submissions
We’ve partnered with AscendTMS to make payroll even easier. If you’re already using Ascend, you can send your payroll data to us with just one click.
No downloads. No formatting. Just one click, and you’re done.
If you’re thinking about switching to a TMS, AscendTMS is a great option for small trucking companies — especially if you want to save time on payroll.
Spreadsheets and Emails
Not using TMS software? No problem.
Many of our clients simply send us:
- Excel spreadsheets
- Google Sheets
- Or even data written in the body of an email
We don’t ask you to change your tools. As long as the info is clear, we can work with it.
Phone Submissions (Not Ideal, But Accepted)
We do our best to keep a clear paper trail, so written submissions are always better. But if a phone call is all you’ve got, we’ll take it. We’ll make sure it gets entered correctly.
No matter how you choose to send your payroll, the next step is making sure it includes the right information — so your drivers get paid correctly and on time.
What Information Should You Send?
To process your payroll, we will need:
- Driver names and ID numbers (we can assign these for you)
- Miles, hours, or loads (depending on how you pay)
- Pay rates (per mile, per hour, etc.)
- Any other pay, deductions, or reimbursements
- Optional: Load info if you want it shown on the paystub
If it’s your first time, we’ll walk you through it. After that, it’s a smooth ride.
How Often and When Should You Send Payroll?
We support weekly, bi-weekly, and monthly payroll. You choose the schedule that fits your business.
That said, in the trucking industry, we highly recommend processing payroll weekly. We’ve found that many drivers today are living paycheck to paycheck, and weekly pay can go a long way toward keeping your team happy and loyal. It’s a small shift that can make a big difference.
Want to know exactly when to send payroll in and what happens if you’re late? Check out our article: When Do You Need to Submit Payroll? (And What Happens If You’re Late)
We explain:
- What day to send data
- What time we need it by
- What happens if you miss a deadline
We’re as flexible as we can be when time allows — just keep us in the loop.
What Happens After You Send It In?
Once we get your payroll data, here’s what happens next:
- We confirm we received it
- We enter the data into our system
- We send you a preview so you can review everything and give us your blessing
- We make any changes you request
- We finalize payroll and send you all your reports
You stay in control, and nothing gets finalized until you’ve had a chance to look it over. That way, your drivers get paid correctly — and you feel confident every step of the way.
What to Avoid When Submitting Payroll
To keep everything running smoothly, here are a few things to avoid:
- Last-minute submissions — we’ll do our best, but tight turnarounds add pressure
- Handwritten notes or unclear info — these can cause mistakes or delays
- Changing your process without telling us — we can handle change, but we need to know about it first
Submitting Payroll Shouldn’t Feel Like Extra Work
Now you know how to send payroll data to us — and how easy we make it. Whether you’re already on board or just about to join us, you can feel confident knowing we’ll work with your current process, not against it.
Remember, you don’t have to learn a new system or log into a client portal. We’re full-service — we handle the data entry, review it with you, make any changes you need, and get your drivers paid on time. We also take steps to keep your company’s and employees’ data secure.
Your next step? Whether you’re already a client or considering making the switch, your next step is simple: send us your payroll in the format that fits your team best. Not sure how to start? Just reach out — we’ll walk you through everything.
At Superior Trucking Payroll Service, we’re not like the others. We specialize in trucking — it’s all we do. You won’t have to explain what per diem is or how paying your drivers per mile works. We already know the industry, and we speak your language. Let us take payroll off your plate — so you can stop stressing and get back to running your business.
Written by Harley Houlden
Harley joined Superior Trucking Payroll Service (STPS) in early 2019. With nine years of customer service experience, she truly understands what it takes to make our clients happy. She loves working at STPS because of the family-like atmosphere. Harley’s favorite place to be is Traverse City, Michigan or anywhere that has hippos.